AUX 9.20 - Disposition of UNCW Surplus Property
Responsible Office(s):   Warehouse Services                                                                 Effective: November 1, 1992

A.    Purpose.

Establishes University policy and procedures for the declaration, transfer, and sale of UNCW surplus property.

B.    Scope.

Applies to all University departments and activities.

(For procedures regarding the purchase of state or federal surplus property, see Administrative Procedure PUR 1.50.)

C.    Policy.

1.    General Statement.
Departmental equipment no longer needed should be declared surplus and transferred to UNCW Surplus Property, Warehouse Services. Property designated as surplus is made available at no cost to the campus at large via a notice in the "Campus Communiqué." Property not needed by University departments is listed with the State Surplus Property Agency in Raleigh, which advertises it for public bid.

2.   Proceeds from the Public Sale of Surplus Property.
Monies received from the public sale of surplus property are deposited to a state-designated account unless it can be documented that the item was originally purchased from receipts rather than state funds. If purchase from non-state funds can be documented, the proceeds from the sale will be deposited in the departmental account from which the item was initially purchased. Monies received from the sale of items purchased on contracts or grants will be deposited in the university research-support account.

D.    Procedures.

1.    UNCW Surplus Property Declaration.

a.    Prepare a separate Movable Equipment form (see Procedure ACG 2.60) for each property item being sent to Surplus Property, whether or not the item has a fixed asset decal.

NOTE:    Multiple items may be listed on one Movable Equipment form when a group of like items without fixed asset decals is being declared surplus property. For example, if 40 student desks are being declared surplus property, the Movable Equipment Form should state "40 student desks."

b.   Upon receipt of the Movable Equipment form, the Fixed Assets Section will notify Warehouse Services and arrange for the property to be picked up from the department by Campus Moving Services. If Moving Services staff is not needed for the move, the department may bring the item(s) to Surplus Property (with the pink copy of the Movable Equipment form attached) prior to forwarding the appropriate copies of the Movable Equipment form to the Fixed Assets department.

2.    Transfer of Surplus Property Held at the University.

a.    Periodically, a listing of available University surplus property is published in the "Campus Communiqué." There is normally no charge to University departments for equipment transferred to them from Surplus Property. However, equipment transferred between appropriated and non-appropriated accounts normally will have a charge.

b.    A department wishing to view any surplus property should visit the Central Receiving Warehouse between 2-5 p.m., Monday through Thursday.

c.    Upon notification by a University department of any surplus equipment desired, the Warehouse Clerk will prepare a Surplus Property Transfer Form and arrange for Warehouse Services to transfer the property from the warehouse to the department. Upon delivery of the surplus property, the department will sign the Surplus Property Transfer Form to indicate receipt. No further action is required by the department.

3.    Sale of UNCW Surplus Property.

a.    The Warehouse Clerk will arrange for any remaining surplus property not needed by University departments to be listed with the State Surplus Property Agency in Raleigh for inclusion on the Request for Bids on State Surplus Property.

b.    Proceeds from the public sale of surplus property are deposited as indicated in Policy statement 2. If it can be documented the surplus property was originally purchased from non-state funds, the Warehouse Clerk will notify the budget authority, by written memo, of the amount deposited to the departmental account.